Sometimes plans change, and you may need to cancel a scheduled class opening.
Clovo puts cancellations on autopilot, notifying all booked clients of the change, making any appropriate refunds or credit returns, and removing the class from view.
Step-by-Step Guide to Cancelling Class Openings
Find the Scheduled Class Opening:
Locate the class opening that needs to be cancelled within the schedule.
Open Class Details:
Click on the class to open its details and options.
Cancel the Class Opening:
Click the ‘Cancel’ button
Confirm the cancellation to remove it from the schedule.
When you cancel a class in this way, all currently booked clients will be notified of the cancellation by push notification and email, and any booking credit will be returned to their plan.
If you have penalties setup, they are not applied to bookings of classes you cancel.
Credit packs let clients book into classes with your studio without committing to a recurring subscription.
Credit packs are prepaid credits for selected classes to be used within a specified period with your studio. Unlike memberships which renew at set intervals, credit packs don’t renew or automatically refill. Which makes them a great option for casual members who may not be able to commit to the regular schedule that memberships cater for.
Packs are also a great way for clients who already have a membership subscription to buy additional services, such as adding private one-on-one classes in addition to their weekly classes membership.
Creating a Credit Pack in Clovo
To create a credit pack in Clovo, from your studio dash at https://studio.clovo.au, expand the ‘Products’ dropdown in the lefthand side navigation menu, click into ‘Packs’, then ‘Add Pack’.
Basic Details
Give your pack a name and description, and set a price including GST if applicable.
Expiry
Set when new purchases of this pack should expire. The expiry is calculated starting from the date of purchase. If needed, you can easily extend the expiry date on a per-client basis following purchase, where needed at your discretion.
You can optionally set a hard expiry date. This gives you an option to expire all credit packs of this type on a given date, rather than a relative number of days from the purchase date. This is a great option for special deals such as opening specials. If you set hard expiry, the pack will also be removed from sale on the expiry date, in addition to all purchases being expired.
Setting inclusions
Credit packs let you sell prepaid credits to clients that can be used to book classes at your studio. Which classes and how many of each is up to you.
To set these inclusions click ‘Add Classes’ on the create or edit screen. Class inclusions are added in groups that let you set how many of each class on that row is included.
For example, if you want to create a pack that gives 10 credits to attend any of your classes, you would create a single group, tick all classes, and set the quantity to 10.
However, if you wanted to also include a private one-on-one reformer session to the pack in addition to the 10 classes, but restricting bookings of that class type to a single class, you would then add an additional group of inclusions, tick only the ‘Private 1:1 Reformer’ class type, and set the quantity to 1.
With this configuration, your pack will now let your client book any 10 of your regular classes, but only 1 private one-on-one reformer class.
Credit Pack FAQs
Credit Pack Expiry
Credit packs expire the number of days from the purchase date that you specify or when all credits have been redeemed, whichever comes first.
You can extend the expiry date of a purchased credit pack.
Hard expiry sets a date that all packs of that type will expire regardless of purchase date. Packs with a hard expiry will also be removed from sale on that date.
Clients cannot book for classes past the expiry date of their pack.
Ready to offer your clients exciting membership options? With Clovo Studio, creating new membership plans is a breeze. Follow these steps to get started and attract more clients to your studio.
Step-by-Step Guide to Creating a New Membership Plan
Log In to Clovo Studio:
Use your admin credentials to log in to Clovo Studio.
Navigate to Plans:
In the dashboard, find and click on the Plans section in the sidebar.
Add a New Membership Plan:
Click on ‘Add Plan’ and enter the plan name, pricing details, benefits, and duration.
Set Membership Parameters:
Choose the duration of the billing period (e.g., fortnightly, monthly, quarterly, yearly).
Define the number of classes or sessions included in the membership.
Customise Plan Details:
Add a description that highlights the features and benefits of the membership.
Save the Plan:
Once all details are added, click on ‘Create’ to create the new membership plan. It will be publicly visible and available for immediate purchase unless the ‘Private’ switch was toggled on.
Benefits of Offering Membership Plans
Retain Clients: Encourage clients to commit to your studio long-term with membership plans.
Increase Revenue: Offer discounts and incentives to attract more clients and boost revenue.
Build Community: Create a sense of belonging and community among your members.
Quick Tips
Flexible Options: Offer different membership tiers to cater to diverse client needs.
Track Performance: Monitor the performance of your membership plans to make data-driven decisions.
By creating new membership plans, you enhance the value proposition for your clients and drive growth for your studio.
Showcase your talented training staff with trainer profiles in Clovo Studio. These profiles not only give clients a glimpse into your team but also enhance their experience by highlighting the professionals behind the classes. Follow these steps to create engaging trainer profiles.
Step-by-Step Guide to Creating a Trainer Profile
Navigate to Trainer Profiles:
In the dashboard, expend the ‘Setup’ menu and find ‘Profiles’.
Add a New Trainer Profile:
Click on ‘Add Profile’ and enter the trainer’s name, professional title, and upload a profile photo.
Write a Biography:
Include a short but informative biography that highlights the trainer’s expertise and personality.
Save the Profile:
Once all details are added, click on ‘Save’ to create the trainer profile. The profile will now be published and visible in client apps.
Importance of Trainer Profiles
Trainer profiles serve as a powerful tool to:
Showcase talent: Highlight the expertise and skills of your training staff.
Build trust: Clients feel more connected and confident when they know the professionals behind the classes.
Personalise experience: Match clients with trainers based on their preferences and goals.
Flexibility of Trainer Profiles
It’s important to note that trainer profiles are not connected to user accounts. This allows studios to:
Decouple admin staff: Keep trainer profiles separate from admin roles if needed.
Maintain flexibility: Easily update and manage trainer profiles without affecting other aspects of the studio management.
By creating engaging trainer profiles, you enhance the overall experience for clients and create a stronger connection between them and your studio.
Sometimes you want to offer a one-off class that is outside of your normal day to day schedule. Clovo has built-in support for these occasions, allowing you to use your usual booking app to run these one-off classes with the same convenience as your usual schedule.
To create a one-off class, login to Clovo Studio and then:
Click into the ‘Upcoming Classes’ screen
In the top right click the ‘Add Pop-up’ button
Choose the date and time of the class
One-off classes do not observe the ‘schedule days ahead’ setting for your studio and will be scheduled immediately no matter how far in the future it is scheduled. Your clients will be able to book the class immediately.
Choose the class type, location and trainers
Click ‘Create’
The pop-up class will now immediately be available for booking, regardless of how far in the future it is scheduled.
Want to offer exclusive credit packs or memberships to specific clients? Some deals are just too good to make public or are super tailored to a specific client’s needs. Clovo Studio makes it easy to create and manage private plans tailored to individual needs. Follow these steps to get started.
Step 1: Creating the Private Plan/Pack
Log In to Clovo Studio:
Use your admin credentials to log in to Clovo Studio.
Navigate to Membership/Plans:
In the dashboard, go to the Membership or Plans section.
Create a New Membership/Credit Pack:
Click on ‘Create New’ and fill in details like name, pricing, and benefits.
Toggle the ‘Secret deal’ Switch On:
In the plan settings, turn on the ‘Secret deal’ switch to make it exclusive.
Step 2: Giving Access
Find the Client(s):
Navigate to the Clients or Users section.
Add the Plan to Their ‘Secret deals’ Tab:
In the client’s details, go to the ‘Private Plans’ tab and add the plan.
Your client will now be able to see the private plan when they tap on their ‘You’ tab in app.
Clients will be notified that they have been given private access.
Step 3: For Clients, View and Purchase Private Plans
Access the Private Plan in Clovo Client Apps:
Clients can view and purchase private plans under the ‘You’ tab in their Clovo client apps.
Only the clients you gave access to in Section 2 can view or purchase the plan in this way.
The clients with access can purchase as per any other plan or pack in Clovo.
Quick Tips
Personalise Your Offerings: Tailor private plans to specific client preferences for a personalised experience.
Communicate Clearly: Inform selected clients about their access to private plans and how to purchase them. Clients will be notified automatically when given private access.
Review and Update: Regularly review and update private plans to keep them relevant and ensure the right clients have access.
Whether it’s your client app running on your client’s iOS or Android device, landing pages, transactional emails, or invoices – you want every touch point your client has with your studio to be wrapped in the brand you’ve lovingly crafted for your business.
By setting a few simple fields in the Clovo dashboard, your brand will spread throughout all of your Clovo components such as client apps and landing pages. If at any stage your brand changes, you can easily update it again at any time – with updates being pushed out platform wide instantly.
Change your branding
Go to Settings > Apps
Choose Primary and Secondary Colours:
Use the colour wheels to select primary and secondary colours that represent your brand. The primary colour is the colour that will be used most prominently throughout your apps, pages and other Clovo branded platform components.
The secondary colour will be used sparingly if at all, depending on the platform.
Select a Logo:
Upload your logo that reflects your studio’s personality.
That’s it – you’re done. When you save changes all of your branded Clovo components such as iOS apps, Android apps, landing pages, etc. will all update to match the branding you just entered.
Remember to check all components
Check your client apps after updating to ensure the branding looks as you intended.
Additionally check your landing pages and other Clovo components to ensure your brand looks on point across all touch points throughout the Clovo platform.
As a busy studio owner, keeping your class schedule flexible is key. Sometimes, you need to tweak the date or time of an existing class opening to accommodate everyone’s needs. With Clovo Studio, making these changes is a breeze. Here’s how to do it in just a few simple steps.
Step-by-Step Guide to Changing Class Dates and Times
Log In to Your Clovo Studio Dashboard:
Grab your device and log in to your Clovo Studio account. Enter your credentials to access the dashboard where the magic happens.
Find the Class Opening:
Once logged in, navigate to the “Classes” or “Schedule” section of your dashboard. Here, you’ll see a list of all your upcoming class openings.
Select the Class to Change:
Browse through the list and find the class opening you need to adjust. Click on the class to open its details.
Click the ‘Change Time’ Button:
Within the class details, look for the ‘Change Time’ button. This is your gateway to updating the date and time. Click it to proceed.
Set the New Date and/or Time:
A new window or form will appear where you can set the new date and/or time for the class. Use the calendar and time picker to select the new schedule.
Confirm the Change:
Once you’ve set the new date and time, click the ‘Confirm Change’ button to save your updates. Your class schedule is now updated!
Quick Tips
Double-Check Your Changes: Before confirming, make sure the new date and time don’t clash with other classes or events.
Notify Your Clients: Once the change is confirmed, notify your clients about the new schedule. Use Clovo Studio’s communication tools to send out updates.
Stay Organized: Regularly review your class schedule to ensure everything is up-to-date and avoid any last-minute changes.
By following these steps, you can easily adjust your class schedule to fit your needs and keep your studio running smoothly. If you need any more help, feel free to reach out to our support team. We’re here to make your life easier.
Running a tight ship at your gym or studio means keeping everything in order, including your waiver agreements. Ensuring every member signs a waiver not only protects your business but also sets clear expectations. Here’s how you can easily add a Gym/Studio Waiver agreement to your studio in the Clovo Studio dashboard.
Step-by-Step Guide to Adding a Waiver Agreement
Log In to Your Clovo Studio Dashboard:
Fire up your computer or mobile device and log in to your Clovo Studio account. If you’re not already logged in, enter your credentials to access the dashboard.
Navigate to the Settings Menu:
Once you’re in, find the settings icon (the gear icon) in the main menu. Click it to open your studio’s settings.
Go to the Waiver Agreements Section:
In the settings menu, look for the “Waiver” tab. Click on it to access the waiver management section.
Input Waiver Details:
In the available space, paste the text of your waiver agreement. Make sure it includes all necessary legal and safety information.
Save and Publish:
Once you’ve entered all the details, click the “Save” button to make the waiver active.
The waiver will now be available for new members to view when signing up to your studio.
Communicate with Your Members:
Notify your members about the new waiver agreement. You can do this via email, in-app notifications, or during their next visit.
Quick Tips
Review Regularly: Periodically review your waiver agreements to ensure they are up-to-date with the latest legal and safety standards.
Clear Communication: Make sure the language in your waiver is clear and easy to understand. Avoid legal jargon that might confuse your members.
Stay Organized: Keep track of who has signed the waiver and follow up with members who haven’t completed it yet.
By following these steps, you’ll ensure that your waiver agreements are properly set up and that your studio is protected. If you need any more help, feel free to reach out to our support team. We’re here to keep your business running smoothly.
We know your day is packed with sessions, client check-ins, and all things health and wellness. Staying on top of notifications is crucial, but sometimes, you need a little peace and quiet. Here’s how you can easily toggle your notifications on and off to keep your workflow smooth and your sanity intact.
Step-by-Step Guide to Toggle Notifications
Log In to Your Studio Account:
Grab your favorite device and log in to your studio account. It’s the first step to notification bliss.
Go to your admin profile:
Once you’re in, navigate to your own user profile under the ‘Admins’ section of the Clovo Studio navigation sidebar.
Navigate to Notifications:
At the bottom of your profile, look for the “Notifications” card. This is your control centre for all things alert-related.
Toggle Notifications On/Off:
You’ll see a list of different types of notifications you can receive. Each type has a toggle switch next to it. Want to turn off new booking alerts but keep cancellation notices? Simply switch them on or off according to your preference.
Save Your Preferences:
Don’t forget to hit “Save” after making your changes. This ensures your new settings are locked in.
You’re All Set!:
That’s it! You’ve now customized your notifications to fit your busy lifestyle. Enjoy the perfect balance of staying informed without being overwhelmed.
Quick Tips
Test It Out: Toggle a notification off and on to make sure it’s working as you expect.
Stay Flexible: Adjust your settings as your needs change. You can always come back and tweak things.
Stay Informed: Critical alerts like cancellations or payment failures might be best kept on, just so you’re always in the know.
By following these steps, you can make sure you’re getting the right information at the right time. Now, go forth and conquer your day with the perfect notification setup!
If you need any more help, feel free to reach out to our support team. We’re here to keep you moving forward.
